How to organise a barbecue dinner without last-minute problems

Start by fixing the guest count and checking dietary requirements before booking the barbecue, tents and tables. The work falls into three stages: confirm people and equipment, prepare food and shelter, then set up the cooking and serving areas. For a smooth dinner, finish salads and marinades before guests arrive, keep cold food chilled, and leave enough time to light the barbecue safely. Most problems come from missing gas, too little seating, or food that is prepared too late.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Confirm number of guests
5
Reserve barbecue
6
Reserve party tents
7
Check the weather forecast
8
Do the shopping
2 people
9
Check meat and vegetarian options
2 people
10
Wash and cut vegetables
2 people
11
Prepare salads
2 people
12
Marinate the meat
13
Fill coolers
2 people
14
Set out tableware and cutlery
2 people
15
Set up tables and chairs
3 people
16
Build party tents
3 people
17
Set up the barbecue
2 people
18
Hang lighting
2 people
19
Set up the buffet and drinks table
2 people
20
Set out plates and cutlery
2 people

Event

21
Welcome guests
2 people
22
Serve aperitifs and snacks
2 people
23
Light the barbecue
2 people
24
Grill meat and vegetables
3 people
25
Refill salads and bread
2 people
26
Serve dishes
2 people
27
Refill drinks
2 people
28
Serve coffee and tea
29
Serve dessert
2 people
30
Cool leftover food
2 people

Aftercare

31
Collect waste
3 people
32
Wash dishes and cutlery
3 people
33
Safely extinguish barbecue
2 people
34
Clear tables and chairs
3 people
35
Take down party tents
3 people
36
Clean the venue
3 people
37
Check materials
2 people
38
Return borrowed items
2 people
39
Distribute leftover food

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 36
Buffet tablesqty 2
Drinks table

Tableware

Dinner platesqty 40
Dessert platesqty 40
Cutlery setsqty 40
Water glassesqty 40
Wine glassesqty 30
Coffee cupsqty 30
Serving spoonsqty 8
Serving plattersqty 8

Equipment

Gas barbecuesqty 2
Gas cylindersqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Mixing bowlsqty 5
Barbecue tongsqty 4
Barbecue spatulasqty 2
Meat thermometersqty 2
Aluminum traysqty 8
Ice packsqty 12

Decorations

Tableclothsqty 8
Napkin holdersqty 6

Lighting

String lightsqty 4
Battery lanternsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Dish brushesqty 2
Floor squeegeesqty 2
Hand broomsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the final guest count 3 to 5 days before the dinner, then match seating, plates, glasses and cutlery to that number plus 10% spare. Record vegetarian and other dietary requirements at the same time.
Check the weather forecast 48 hours ahead and decide whether the party tents are essential. Build them before guests arrive, and keep tables, chairs and lighting out of the barbecue’s working area.
Prepare salads, wash and cut vegetables, and marinate the meat the day before. Keep meat, salads and other chilled food in coolers with ice packs until they are needed.
Check the gas barbecue and gas cylinder at least 24 hours beforehand. Set up the barbecue outdoors on a stable surface, and allow about 30 minutes before dinner to light it and bring it to cooking temperature.
Plan the serving order so food does not sit out too long: grill vegetables and slower-cooking items first, serve meat in batches, and refill salads and bread in smaller amounts every 20 to 30 minutes.

Frequently asked questions

How far in advance should I plan a barbecue dinner?: Send invitations 2 to 3 weeks ahead and collect dietary requirements with the registrations. Confirm the final number of guests 3 to 5 days before shopping and preparing the food.
How much food do I need for a barbecue dinner?: Allow roughly 250 to 300 grams of meat or vegetarian alternatives per adult, plus vegetables, salads and bread. Buy about 10% extra for unexpected guests or larger appetites, while keeping chilled food refrigerated until serving.
When should I start preparing a barbecue dinner?: Prepare marinades, salads and cut vegetables the day before. On the event day, set up tables, tents and the drinks area 2 to 3 hours before arrival, then light the barbecue about 30 minutes before dinner.
How do I organise a barbecue dinner if it rains?: Check the forecast 48 hours in advance and prepare party tents for rain or strong sun. Keep the barbecue outside with clear ventilation and leave at least 1 metre around it; never use a gas barbecue under a fully enclosed tent.

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